Noting restrictions in the Finding Aid

Restricted material needs special attention in the finding aid.

In the finding aid, you must put a note in the general "Access" section as well as in the folder heading.

• in Access section:
  
  Write separate paragraphs for open and closed material to set them apart visually.
  
  <p>Most of the collection is open for research.<p>
  <p>Folder #83.12 is closed until January 1, 2025. <p>
  
  If you have multiple closure dates, use a separate <p> for each one. If you foresee this becoming onerous, discuss it with your team lead and/or Ellen.
  
  If restrictions are established in the deed of gift by the donor, please make that clear. Model language is:
  
  <p>Collection is open for research.</p>
  
  <p>Judy Chicago’s journals, 1980-1986 (#6.4-7.4) are closed until January 1, 2021, as specified in the agreement between Judy Chicago and the Schlesinger Library.</p>
  
  If you, the archivist, have imposed the restriction, you  don't need to use "as specified" language, but you do need to note why in your processing plan so that future archivists can understand.
  
  
  
• In Inventory:

          Use the <accessrestrict> tag in folder titles. The note appears in OASIS as:

          Access Restrictions: CLOSED UNTIL JANUARY 1, 2025.

If you have consecutive folder groups with the same closure date, or folders/series that require written permission or a special form, those should be stated in the Access statement (and match in the bib record)–e.g.,

“Folders #49-51, 53-56, 90-91 are closed until January 1, 2057. Folder #126 is closed until January 1, 2038.”

If an entire series shares a restriction, please use the box and folder #s (#2.4 - 7.6) and not the series number (Series III) in the Access statement.

Wording for Access statements will vary; please consult your team lead.